Transcript Document

Sibley/Howard County HR
Employee Lifecycle
Process Briefing
Presented by: Wanda Karangelen, Sharon Kemp, Hope Marsh and Chris Russell
October 16, 2012
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HR Employee Lifecycle
SAP System Architecture
BI-
FI
Business
Intelligence
**
General
Ledger
HR
Human
Resources
CO
SAP ECC
SRM
Cost
Management
Supplier
Relationship
Management
FM
MM
Materials
Management
Funds
Management
GM
Grants
Management
** BI includes BW (Business Warehouse), BPS
(Business Planning Simulation) and BCS
(Business Consolidation System)
SD
Sales &
Distribution
CFM
Corporate
Financial
Management
PS
Project
Systems
SD
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HR Employee Lifecycle
SAP HR System Functionality
Employee Self
Service
Organizational
Management
Payroll
Position Budget
and Control
HR
Time Mgmt
Legend
Benefits
Administration
Training &
Events
Mgmt
Personnel
Administration
= not implemented at
Johns Hopkins
eRecruit
Compensation
Management
= implemented at
Johns Hopkins
Manager Self
Service
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HR Employee Lifecycle
Business Process Overview
• A position is needed for each employee
• Employees are hired into positions
• Positions will be created in SAP prior to go-live. Thereafter,
positions can be added or become vacant.
• Employees will be converted prior to go-live
• An Internal Service Request (ISR) is an SAP electronic form
used for personnel and organization actions
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HR Employee Lifecycle
Key Terms
•
•
•
Role - Security access required to execute the business event.
ISR Initiator - The role responsible for creating an ISR
ISR Approver - The role responsible for approving ISR’s. Someone with the Approver
role can also initiate an ISR, so both roles are not needed. An approver can’t initiate
and approve the same ISR.
– ISR Approver One: A department/unit-level person responsible for
reviewing/approving the ISR. All ISR’s except Personal Data Changes are
required to have an Approver One. Certain designated staff in each
department/unit will have the Approver role.
– ISR Approver Two: A second approval for the ISR located in a central office
such as Research Accounting, Human Resources, HR Compensation. The
selection of the Approver Two is determined by business process rules. For some
ISR’s, a second approval may not be required, or the Approver Two may be the
divisional HR office or business office.
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HR Employee Lifecycle
Key Terms (continued)
• Position:
1. Outside of SAP, a defined set of tasks, responsibilities, or characteristics
to be assigned to a person.
2. In SAP, a number is assigned to every position created. (Every employee
will have at least one position.)
3. A position has many attributes.
• Job - General classifications of tasks that are common to a group of positions.
Used for EEO Reporting.
• Org Unit – A number and name assigned to organization units (departments)
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HR Employee Lifecycle
Internal Service Request (ISR) Types
Personnel Administration
• New Hire
• Rehire
• Reinstatement
• Employee Reassignment
• Termination
• Salary Change
• Bonus/Supplemental Pay
• FMLA Request
• LOA With/Without Pay
• Return from LOA
• Personal Data Change
Organizational Management
• Org. Unit Create
• Org. Unit Maintain
• Position Create
• Position Copy
• Position Maintain/Position Attribute Change
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HR Employee Lifecycle
High-Level Process Steps
Process Steps outside of SAP
Request a New Position
Recruit for a Position
Existing processes, including
budget authority,
compensation review,
position, title, job description
and identification of
appropriate systems security
access.
Existing processes, including
recruitment, applicant
screening credentialing,
background check,
references, testing, etc.
Process Steps within SAP
Create a New Position
Hire a Staff Member
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HR Employee Lifecycle
Sibley/Howard County creates ISRs
Sibley/Howard
County HR
Approver 2
Approver 1
Sibley/Howard
County will
decide on an
Approver 2
Enters Internal Service
Request (ISR) form in
SAP and selects
approver(s) from a list,
based on policy;
Approval workflow
is created
Departmental
approver reviews and
approves ISR
Approval workflow
is created
Reviews and approves ISR
based on policy
Features and Benefits
Electronic form
Initiated by Sibley/Howard
County HR
Note: If an ISR is
rejected, it is cancelled
and notification is sent to
the ISR Initiator and the
ISR approver
HR Shared Services
Automated Workflow
Workflow sends confirming
email to ISR Initiator
Processes ISR
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HR Employee Lifecycle
Employee Self Service
Employees can view
• Work Address
• Personal Data (Name, Date of Birth, etc., NOT SSN)
• Pay Statement
• Employment Wage Verification (Link only)
• Leave Balances
• Time Statement (Hourly Employees)
• Benefits Website (Link to appropriate page for
employee)
Employees can view and update
• Permanent Address
• Emergency Contact
• Additional Personal Data (Race, Ethnicity and Military
Status
• Direct Deposit information
• Federal and State Withholdings
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HR Employee Lifecycle
HR BW Reporting
•Employee Master Data by Date
•Personnel Actions by Type
•Positions with Employee
•Complete Labor Distribution
•Work Authorization Visa Expiration Dates
•Check Direct Deposit Register
•Payroll Overpayment
•Finance Overpayment
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Personnel Administration/Organization
Management
• SAP is Position-centric
– One position per person
– Attributes include fulltime/part-time status, name of
affiliated org unit (department), SAP roles, name
of reports-to (direct supervisor), salaried/hourly
designation, job affiliation
– When an employee terminates, the incumbent is
removed from the position and the new hire is
attached.
– Vacant/filled designation
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Personnel Administration/Organization
Management
• SAP is Position-centric (cont’d.)
– New positions must be created as necessary;
changes to the attributes are done through a
maintenance process
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Personnel Administration/Organization
Management
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Compensation
• All Johns Hopkins employees are paid
hourly
– Exempt employees swipe once a day
– Non-exempt employees swipe for start and
end of work
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Compensation
• Salary Ranges are attached to positions
– There are 4 different Salary Range
Structures based on position type:
•
•
•
•
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Clinical
Non-clinical
Management
Information Technology
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Compensation (Salary Ranges,
cont’d)
• Salary Range Structures contain
multiple grades
– Salary Ranges are built using benchmark
market data
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Compensation
• Shifts
– Shifts are designated in SAP to augment
an hourly rate based on hours worked
– Evening, night and weekend shifts are
eligible for receive differentials
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Compensation
• Indirect Valuation of Hourly Rate
– Percent or dollar increment to the hourly
rate can be designated by person for longterm increases and, for the time in force, it
is considered part of benefits base salary
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Compensation
• Replacement Rate permits a complete
rate change through the time clock for
hours worked
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Compensation
• Flat dollar payments for ongoing special
work (i.e., exempt on call)
– Evaluated by Comp and wage type
established once need is determined
– Assigned as part of time entry process
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Compensation
• These are the four types of payment
parameters we will referencing during
blueprint.
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Compensation
• Concurrent Employment
– Multiple assignments on the same person
– Different pay rate, different supervisor
– Separate performance review
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Benefits
• Benefit plans are set up in SAP with
coverage levels designated and
dependent data recorded (SSN,
relationship, name, birth date)
• Employee and employer cost are
maintained
– Employee cost passes to payroll for
deduction
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Benefits
• Annual Enrollment is hosted by a third party vendor
– Vendors other than EBIX would need to coordinate
format/logic of inbound interface to SAP
• Elections and dependent data are interfaced to SAP
– Confirmation forms are visible on-line to the
employee
• Qualified Life Events are also transacted on line and
passed via interface to SAP
• Eligibility and termination dates for benefit plans are
expected to coincide with JHHSC
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Benefits
• Leave programs
– Length of service milestones
– Accrual occurs by pay period
– Maximums
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Next Steps…
• Blueprint Sessions: Round 1
– Week of October 22: Personnel Admin/Org Management
– Week of October 29: Compensation and Benefits
• Blueprint Session: Round 2
– Week of November 26: all modules
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